The rules and regulations, for federal aid programs (Pell, Student Loans, etc.) and New York State aid programs (TAP) are substantially similar and generally aligned, establishing 12 credits as the minimum credits required for “full-time” enrollment status.
“Credit-bearing courses in the student's minimum full-time course load (12 semester hours or the equivalent) must consist of courses applicable to the student's program of study as a general education requirement, major requirement, or elective. The only exception is in the student's final term of study: if the student needs fewer than 12 credits to complete the program, other courses may be included to determine full-time status even if not required to complete graduation requirements.” (NYS TAP Rules)
and;
“For undergraduates, full-time status must be at least: 12 semester hours or 12 quarter hours per academic term in an educational program using a semester, trimester, or quarter system;” “If a student is enrolled in courses that do not count toward his degree, certificate, or other recognized credential, they cannot be used to determine enrollment status unless they are eligible remedial courses. This means you cannot award the student aid for classes that do not count toward his degree, certificate, or other recognized credential.” (Federal Student Aid Rules)
Likewise, SUNY Oneonta’s Scholarship Policy is generally aligned with the federal and state rules/regulations;
“Unless specifically noted in the individual scholarship description, recipients must be matriculated in a degree program and registered full time (12 credits); or negotiate a valid consortium agreement; or serve in a full-time internship; or be enrolled full time in a study abroad program.”
For most students, this general alignment functions appropriately and various sources of aid are consistently available - as expected - throughout their academic career.
However, in certain situations or combinations of circumstances, slight differences in the rules as well as more significant differences in guidance (or exceptions to the rules) issued by each respective federal or state agency make consistent application of the full set of relevant rules applicable to a given student’s situation challenging. Additionally, the complexity of these differences make easy answers/guidelines that can be applied in broad strokes to categories of students very difficult, impossible without a certain amount of training.
Program of Study
This concept is similar, but applied differently for federal and state aid programs:
- both federal and state rules require that a student be enrolled in an “eligible” or “approved” program of study. While the rules are slightly different, generally programs approved by the New York State Education Department (NYSED) are the same programs that are eligible for federal aid.
- for federal aid programs, a student’s program of study may include multiple majors or multiple degrees.
- for NYS aid programs, a student’s program of study may include only one major/degree – the student’s “primary” major/degree program.
- minors and non-required concentrations are not recognized by either NYS or federal rules as part of a student’s program of study although coursework included in a minor or non-required concentration is permissible as long as it satisfies a graduation requirement (usually a general education or elective requirement) in a student’s program of study. See also “Required Coursework”.
Required Coursework
This concept is similar, but applied differently for federal and state aid programs:
- both federal and state rules indicate that ONLY courses that are applicable toward the student’s degree/program of study can be used to determine a student’s enrollment status. The enrollment status which is then used to determine a student’s eligibility for aid according to the individual aid program’s rules. See also “Full-Time Status”
- for both federal and state aid programs, required coursework consists only of courses that satisfy a student’s general education requirements, major requirements and related coursework, or elective requirements.
NOTE: “elective requirements” are courses other than general education and major requirements which are required for graduation. Elective courses which are not applicable to a student’s program of study are not required coursework and cannot be counted in a student’s enrollment status. For undeclared students, required coursework generally consists of all non-repeat courses that satisfy a graduation requirements . - for NYS aid programs, required coursework consists of courses in only one NYSED approved program of study - the student’s primary major/degree.
- for federal aid programs, required coursework consists of courses required for any of the student’s approved majors/degree programs.
Enrollment Status (i.e. definition and calculation of full-time status)
This concept is generally the same for federal and state aid programs – 12 credits minimum for an undergraduate student. However, coursework that may be counted in a student’s enrollment status may differ between federal and state aid programs. See “Required Coursework”.
- NYS aid programs generally require full-time enrollment to be eligible.
- federal aid programs have varying required enrollment statuses.
EXAMPLE: In order to receive a maximum Pell grant, students must be enrolled full-time but Pell can be pro-rated at three-quarter time (9-11 credits), half-time (6-8 credits), and less-than half-time (1-5 credits). Federal Loan programs require at least half-time enrollment. - for NYS aid programs, only courses applicable to a student’s primary major/degree can be included in the enrollment status calculation.
- for federal aid programs, courses applicable to any of the student’s approved majors/degrees can be included in the enrollment status calculation.
- For NYS aid programs, a repeat of a previously passed course cannot be included in the enrollment status calculation unless the student has received a grade that is considered passing by SUNY Oneonta, but unacceptable in a particular curriculum.
- for federal aid programs, a repeat of a previously passed course can be included one time in the enrollment status calculation.
- credits required only for minors or concentrations that are not required within a program of study cannot be included in either the federal or state enrollment status calculation.
SUNY Oneonta completely subscribes to all federal and state civil rights laws prohibiting discrimination at institutions of higher education. SUNY Oneonta aspires to provide an environment of inclusion for all its employees and students. It is the policy of our university to provide equal employment and educational opportunities for all qualified people. SUNY Oneonta shall not discriminate against any employee or applicant for employment or admission to the university because of race, color, gender, religion, age, pregnancy, national origin (including ancestry), disability, being a disabled veteran or veteran of the Vietnam era, sexual orientation, gender expression and gender identity, marital status or any other protected category.
The following are terms and conditions under which financial awards are made to students. A more complete explanation for individual programs is available in the Academic Catalog or from the Office of Financial Aid and Scholarships. Please remember that student aid programs are frequently modified by legislation.
Awards may be made prior to verification of data on your Free Application for Federal Student Aid (FAFSA). You will be notified if you are required to submit additional documentation for verification. Failure to submit all requested documentation, within 30 days, may result in a forfeiture of your eligibility. If necessary, we will correct FAFSA data on your behalf. We will notify you of any changes to your financial aid award as they occur.
If you borrow under the federal Stafford Loan Program during your attendance at SUNY Oneonta, you must complete a federal Stafford Loan Exit Counseling Interview prior to leaving SUNY Oneonta.
- You must be matriculated (accepted into a degree program).
- You must continue to attend classes regularly.
- Only degree applicable coursework can be considered for financial aid enrollment purposes. In other words your financial aid eligibility is based upon credits required for your degree (some exceptions for remedial coursework). Once you meet degree requirements you are no longer eligible for aid.
- Students must maintain satisfactory academic progress.
- You must report additional awards or scholarships not appearing on your award letter to the Office of Financial Aid and Scholarships. Upon receipt of this information, SUNY Oneonta may be required to adjust the awards appearing on your award notice.
- You must promptly inform the Registrar's Office if you intend to withdraw from classes.
- Financial Aid is awarded on an annual basis. Students must reapply each year and eligibility may vary from year to year based on family information and/or changes in legislation.
NOTE: Financial Aid Awards are contingent upon SUNY Oneonta receiving adequate federal funds to support these programs. In the event of changes, you will be notified. State and Federal budget discussions may lead to changes in funding levels, cost increases, or regulatory changes.
Our Responsibility to YOU:
- All students have the right to be treated with respect and courtesy. This includes a cordial greeting in person or on the phone; answering your questions until you understand; and a staff which is available all business day long.
- Any student may request and receive an explanation of how their financial aid or refusal of it was determined.
- Each student will be assigned a counselor who is knowledgeable in his or her profession, will listen attentively, will follow through on any promises made or resolutions or problems, and can get answers quickly.
- Students have the right to know all their options, the differences and peculiarities of each aid program, and the consequences of each decision they make.
Your Responsibility:
- Each student aid applicant needs to become familiar with the policies, procedures, and deadlines for financial aid.
- You must must notify the Office of Financial Aid and Scholarships with any change of status including:
- Additional awards received not included on original Award Letter.
- Change in enrollment status (number of credit hours per semester).
- All students are responsible for notifying the Registrar's Office of any change in address, both local and permanent.
- You may request any documentation or communication provided to you on line or via email in written form. Direct your request to your Financial Aid Counselor.
- The student is responsible for the prompt return of all requested documentation.
Is it true that drug convictions might affect my ability to get federal student aid?
No; your eligibility won’t be suspended. Drug convictions no longer affect your federal student aid eligibility. When you complete the FAFSA form, you will be asked whether you had a drug conviction for an offense that occurred while you were receiving federal student aid. If the answer is yes, you will be provided a worksheet to help you determine whether your conviction affects your eligibility for federal student aid. Please answer the questions correctly; however, they won’t impact your eligibility.
| Offense | Period |
|---|---|
| First | 1 year |
| Second | 2 years |
| Third | Indefinite |
| Offense | Period |
|---|---|
| First | 2 years |
| Second | Indefinite |
A student whose eligibility has been suspended based on a conviction for possession or sale of a controlled substance may resume eligibility before the end of the ineligibility period if:
- the student satisfactorily completes a drug rehabilitation program that:
- complies with the criteria prescribed in the federal regulations; and
- includes two unannounced drug tests;
- the student successfully passes two unannounced drug tests conducted by a drug rehabilitation program that complies with the criteria prescribed in the federal regulations; or
- the conviction is reversed, set aside, or otherwise rendered nugatory.
This policy applies to federal Title IV financial aid recipients. Title IV aid is awarded and disbursed to students in anticipation of students’ successful completion of their courses and progression toward graduation. The U.S. Department of Education regulates the management of these funds and in some cases, a student who receives Title IV financial aid but does not complete their coursework is not considered to have “earned” the Title IV aid they received.
When a student officially withdraws from all of their courses, audits all of their courses, receives unsatisfactory grades in all of their courses, or otherwise fails to attend the full period of enrollment, SUNY Oneonta is required to determine the earned and unearned portions of Title IV aid the student was scheduled to receive.
The earned and unearned portions of Title IV aid are determined as of the date a student ceased attendance, based on the amount of time the student spent in attendance. Up through the 60% point in each period of enrollment, a prorated schedule is used to determine the amount of Title IV funds the student has earned at the time of withdrawal. After the 60% point in the period of enrollment, a student has earned 100% of the Title IV funds he or she was scheduled to receive during the period.
For a student who officially withdraws at any time through the 60% point of a period of enrollment, the official withdrawal date is:
- The last date the student attended class or participated in an academically related activity
For a student who fails to officially withdraw (does not complete the official withdrawal process but receives unsatisfactory grades in all their courses, either:
- For a student who unofficially withdraws due to circumstances beyond their control, the date SUNY Oneonta determines is related to circumstance that was beyond the student’s control.
- For all other students who unofficially withdraw, the last date the student attended class or participated in an academically related activity (as reported by their instructors).
- If SUNY Oneonta is unable to determine the last date of class attendance or academic activity, the 50% point of the payment period will be used as the unofficial withdrawal date and the calculation.
When a student is determined to have withdrawn, either officially or unofficially, SUNY Oneonta will use federal law/regulation to make the following determinations and complete the following activities:
- Determine the amount of the student’s institutional charges.
- Determine the Title IV aid disbursed to the student.
- Determine the Title IV aid that could have been disbursed to the student (if any).
- Determine the student’s official withdrawal date.
- Calculate the amount of the student’s earned and unearned Title IV aid.
- Calculate the amount of Title IV aid SUNY Oneonta must return.
- Calculate the amount of Title IV aid the student must return
- It is SUNY Oneonta’s policy that if Federal Grant funds are determined as required to be returned by the student, the university will return these funds from the student’s account, and the student will be required to pay any balance due resulting from this return by the university on the student’s behalf.
- Notify the student of the determinations and calculated values used in the calculation.
- Notify the student of the resulting balance owed to SUNY Oneonta.
When returning Title IV funds to the U.S. Department of Education, SUNY Oneonta returns them in a specific order per federal regulations.
- Unsubsidized Direct Loans
- Subsidized Direct Loans
- Federal Perkins Loans
- Federal PLUS Loans
- Pell Grant
- Supplemental Educational Opportunity Grant (SEOG)
Important Notes
Amounts required to be returned to the U.S. Department of Education by SUNY Oneonta become debts immediately due and payable to the university upon completion of the calculation and will be billed to the student. The student MUST make prompt payment or payment arrangements to satisfy the debt owed to the university and the university reserves the right to turn the debt over to the NYS Attorney General for collection.
Amounts returned by SUNY Oneonta to the U.S. Department of Education on the student’s behalf and owed to the university must be paid directly to the SUNY university at Oneonta Student Accounts Office. Do not send payments to any other department or agency.
These procedures as well as the federal laws/regulations they are based on are subject to change without advance notice.
If you are selected for verification you will receive notification that we are in need of additional documentation. You must submit that documentation within 30 days. Failure to submit requested documentation within 30 days, may result in a forfeiture of your aid eligibility.
In the event your eligibility for aid changes, you will receive a notice to review your new eligibility through your Web Services account in myOneonta.
You may change or correct your data at any time. We may correct your data at such time as we receive documents verifying certain data elements.
We may contact the Office of Inspector General in the event we suspect fraud.
Inspector General’s Hotline Office of Inspector General
U.S. Department of Education
400 Maryland Avenue
SW Washington, DC 20202-1500
1-800-MIS-USED (1-800-647-8733)
Hours: M, W 9–11am T, Th 1–3pm
To submit a complaint online at any time, go to ed.gov and click on the appropriate link.
Satisfactory Academic Progress and Enrollment
If a student is enrolled in courses that do not count toward their degree, they cannot be used to determine enrollment status unless they are eligible remedial courses. This means you cannot receive aid for classes that do not count toward your degree or certificate. At the time you complete your degree requirements you become ineligible for aid, whether you choose to graduate or not. Also, federal student aid can be awarded only for learning that results from instruction provided or overseen by the school. It cannot be awarded for any portion of a program based on study or life experience prior to enrollment in the program, or based on tests of learning that are not associated with educational activities overseen by the school.
All students receiving Federal/State funds must continue to make progress towards their degree requirements. These requirements include both a qualitative and quantitative component.
All students receiving Federal/State funds must continue to make progress towards their degree requirements. These requirements include both a qualitative and quantitative component. For example the chart below suggests that students must accumulate (accrue) 18 degree credits (27 for State aid) and have a cumulative GPA of 1.2 (1.8 for State aid) by the start of their 4th semester and complete 9 credits the previous semester. Grades of ‘E’ and ‘F’ (failing grades) do count as completion of coursework, unless an ‘I’ is changed to ‘E’. Transfer credits will be calculated in determining GPA requirements for the purpose of Financial Aid.
If a student is enrolled in courses that do not count toward his degree, they cannot be used to determine enrollment status unless they are eligible remedial courses. This means you cannot receive aid for classes that do not count toward your degree. At the time you complete your degree requirements you become ineligible for aid, regardless if you choose to accept the degree.
Below are the minimum standards required to retain your FEDERAL and/or STATE aid eligibility:
| Start of Semester | 1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| degree credit Accrual | 0 | 3 | 9 | 18 | 30 | 42 | 54 | 66 | 78 | 90 | 102 | 114 |
| Cumulative GPA | 0.00 | 0.50 | 0.75 | 1.20 | 2.00 | 2.00 | 2.00 | 2.00 | 2.00 | 2.00 | 2.00 | 2.00 |
| Start of Semester | 1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| degree credit Accrual | 0 | 6 | 15 | 27 | 39 | 51 | 66 | 81 | 96 | 111 | n/a | n/a |
| Cumulative GPA | 0.00 | 1.5 | 1.8 | 1.8 | 2.00 | 2.00 | 2.00 | 2.00 | 2.00 | 2.00 | n/a | n/a |
| degree credit Completion | 0 | 6 | 6 | 9 | 9 | 12 | 12 | 12 | 12 | 12 | 12 | 12 |
| Start of Semester | 1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| degree credit Accrual | 0 | 3 | 9 | 21 | 33 | 45 | 60 | 75 | 90 | 105 | n/a | n/a |
| Cumulative GPA | 0.00 | 1.1 | 1.2 | 1.3 | 2.00 | 2.00 | 2.00 | 2.00 | 2.00 | 2.00 | n/a | n/a |
| degree credit Completion | 0 | 6 | 6 | 9 | 9 | 12 | 12 | 12 | 12 | 12 | 12 | 12 |
If unusual circumstances beyond your control affected your academic performance you may apply for a Satisfactory Progress Waiver (see next section). An approved waiver allows financial aid eligibility to be restored for the semester, despite failure to meet published standards. After this semester you must meet new standards to retain eligibility. For more information please schedule an appointment with your Financial Aid Counselor.
Exceeded 150% of Program Length: The maximum time frame in which a student is expected to finish an undergraduate program is 150% of the published length of program measured by credit hours attempted. A student is ineligible when it becomes mathematically impossible for him to complete his program within 150% of the length of the program (important when changing majors). Additionally, your aid eligibility ceases when you complete your degree requirements (regardless if you accept your degree/apply for graduation).
Additionally, a new provision to the Direct Loan statutory requirements limits a first-time borrower’s eligibility (only first time borrowers on or after July1, 2013 are subject to the provision) for Direct Subsidized Loans to a period not to exceed 150 percent of the length of the borrower’s educational program. Under certain conditions, the provision also causes first-time borrowers who have exceeded the 150 percent limit to lose the interest subsidy on their Direct Subsidized Loans.
All degree/certificate seeking students must meet certain academic progress standards in order to establish and maintain eligibility for federal financial aid. Federal Student Aid regulations require SUNY Oneonta to establish, publish, and monitor your progress toward completion of your degree program. Standards of satisfactory academic progress are reviewed at the conclusion of each semester.
Progress is measured by both the qualitative and quantitative standards listed below. Meeting these standards is required to maintain financial aid eligibility, including Federal Student Loans. Non-federal forms of aid, including institutional scholarships are not affected by these standards; decisions for these funds are made by the awarding department.
Please Note: These standards are for financial aid funding purposes only, and does not supersede academic policies.
REQUIREMENTS
- Institutional Grade Point Average (GPA): All undergraduate students must maintain a minimum undergraduate GPA according to the chart below.
- Pace of Completion: Students must progress toward completion of their declared degree/certificate while maintaining the minimum accrued earned credits as shown in the chart below.
- Maximum Timeframe: Federal aid recipients must be able to complete their declared degree or certificate program within 150% of the published number of credit hours required to complete the program. A student becomes ineligible for federal aid when all degree requirements are completed (regardless if the student applies for graduation or accepts the degree), or it becomes mathematically impossible to complete the program within the 150% maximum timeframe.
| Semester | 1 | 2 | 3 | 4 | 5 | 6 | 7 | 8 | 9 | 10 | 11 | 12 |
|---|---|---|---|---|---|---|---|---|---|---|---|---|
| A student must have earned this many credits | 0 | 3 | 9 | 18 | 30 | 42 | 54 | 66 | 78 | 90 | 102 | 114 |
| With at least this Institutional GPA | 0.00 | 0.50 | 0.75 | 1.20 | 2.00 | 2.00 | 2.00 | 2.00 | 2.00 | 2.00 | 2.00 | 2.00 |
TERMS AND DEFINITIONS
Grading Symbols: The following are credits successfully completed for SAP purposes (including +/-): "A", "B", "C", "D", or "P".
Institutional GPA: Institutional GPA includes all coursework receiving a letter grade excluding Pass/Fail letter grades. The Institutional GPA does not include accepted transfer coursework and appears on the official transcript.
Transfer Credit: All transfer credit hours accepted by SUNY Oneonta are counted as both attempted and completed credits and are included in the maximum timeframe calculation.
Repeated Courses: Federal aid programs may only be used one time for retaking previously passed coursework. The most recent/last grade earned is used in the Institutional GPA computation and only courses taken and repeated at SUNY Oneonta will count towards a student’s GPA. Each course attempted is included in the quantitative and maximum timeframe components of SAP review.
Changing Majors/Programs: Students who change declared degree/certificate programs prior to completion may do so, however all attempted credits in all degree programs are included in the maximum timeframe calculation.
Incompletes and Withdrawals: Pace of Completion and Maximum Timeframe calculations are impacted by course incompletes and withdrawals. Students who may not be able to complete a course within the semester or are considering withdrawing from a course should consult with the Office of Financial Aid and Scholarships to understand the potential impact on their future eligibility for federal aid.
NOTIFICATIONS OF SAP ISSUES AND APPEALS
The Standards of Satisfactory Academic Progress are evaluated and students are notified of any SAP standards not being met at the conclusion of each semester. In the event eligibility for federal student aid ceases, students are also notified by the Office of Financial Aid and Scholarships of their option to appeal.
Please Note: If a SAP evaluation makes it clear that a student cannot mathematically complete their declared degree/certificate program or the student cannot raise their Institutional GPA to 2.00 within the maximum timeframe, federal student aid eligibility ceases at that point. Students may appeal the determination.
APPEALS – REGAINING ELIGIBILITY FOR AID
Students not meeting SAP standards may appeal if there are extenuating circumstances, which led to academic difficulties. Extenuating circumstances are those over which the student has no control and may include death in the student’s immediate family, hospitalization, accidents, or illness, etc. Additional supporting documentation may be required.
SAP appeal requests are submitted on the myOneonta portal under My Verification and must include:
- A SAP narrative from the student describing the extenuating circumstances
- Supporting documentation from the student, if any
- A copy of the student’s academic plan
SAP Appeals must be reviewed by a Financial Aid Advisor and may be referred to a committee for review.
When considering an appeal:
- Transfer credit hours that do not fulfill graduation requirements in the student’s current program are excluded from the maximum timeframe calculation.
- In order for an appeal to be approved, a student must either be able to meet the Standards of Satisfactory Academic Progress by the end of the next semester or the student must be placed on an Academic Plan that, if followed, will ensure that the student will be able to meet the Standards of Satisfactory Academic Progress by a specific point in time (beyond the next semester).
Students who successfully appeal are notified by the Office of Financial Aid and Scholarships, along with any conditional terms of the approval.
Please Note: If a review of a SAP appeal makes it clear that a student cannot mathematically complete their declared degree/certificate program or cannot raise their graduation GPA to the minimum 2.00 within the maximum timeframe, the appeal will be denied and the student will NOT be eligible for federal financial aid.
All degree/certificate seeking students must meet certain academic progress standards in order to establish and maintain eligibility for federal financial aid. Federal Student Aid regulations require SUNY Oneonta to establish, publish, and monitor your progress toward completion of your degree program. Standards of satisfactory academic progress are reviewed annually in July, including the previous summer, fall, and spring semesters.
Progress is measured by both the qualitative and quantitative standards listed below. Meeting these standards is required to maintain financial aid eligibility, including Federal Student Loans. Non-federal forms of aid, including institutional scholarships/assistantships/fellowships are not affected by these standards; decisions for these funds are made by the awarding department.
Please Note: These standards are for financial aid funding purposes only, and does not supersede academic policies.
REQUIREMENTS
- Institutional Grade Point Average (GPA): All graduate students must maintain a minimum graduate GPA of 3.0.
- Pace of Completion: Graduate students must complete 67% of credits attempted annually
Example: A student registers for 6 credits for Fall, 6 credits for Spring and withdraws from one course (& receives a “W”) after the official add/drop date each semester, and successfully completes the other two courses. Total attempted credits equal 12, total completed credits equal 6. In this example, the student completed 50% of attempted coursework and is not meeting the academic progress standards. - Maximum Timeframe: Federal aid recipients must be able to complete their declared degree or certificate program within 150% of the published number of credit hours required to complete the program. A student becomes ineligible for federal aid when all degree requirements are completed (regardless if the student applies for graduation or accepts the degree), or it becomes mathematically impossible to complete the program within the 150% maximum timeframe.
Example: A program that requires 30 credits must be completed within 45 attempted credits (30 * 150%), or the student’s eligibility for federal aid will cease.
TERMS AND DEFINITIONS
Grading Symbols: The following are credits successfully completed for SAP purposes (including +/-): "A", "B", "C".
Institutional GPA: Institutional GPA includes all coursework receiving a letter grade excluding Pass/Fail letter grades. The Institutional GPA does not include accepted transfer coursework and appears on the official transcript.
Transfer Credit: All transfer credit hours accepted by SUNY Oneonta are counted as both attempted and completed credits and are included in the maximum timeframe calculation.
Repeated Courses: Federal aid programs may only be used one time for retaking previously passed coursework. The most recent/last grade earned is used in the Institutional GPA computation and only courses taken and repeated at SUNY Oneonta will count towards a student’s GPA. Each course attempted is included in the quantitative and maximum timeframe components of SAP review.
Changing Majors/Programs: Students who change declared degree/certificate programs prior to completion may do so, however all attempted credits in all degree programs are included in the maximum timeframe calculation.
Incompletes and Withdrawals: Pace of Completion and Maximum Timeframe calculations are impacted by course incompletes and withdrawals. Students who may not be able to complete a course within the semester or are considering withdrawing from a course should consult with the Office of Financial Aid and Scholarships to understand the potential impact on their future eligibility for federal aid.
NOTIFICATIONS OF SAP ISSUES AND APPEALS
The Standards of Satisfactory Academic Progress are evaluated and students are notified of any SAP standard not being met annually in July. In the event eligibility for federal student aid ceases, students are also notified by the Office of Financial Aid and Scholarships of their option to appeal.
Please Note: If a SAP evaluation makes it clear that a student cannot mathematically complete their declared degree/certificate program or the student cannot raise their Institutional GPA to 2.00 within the maximum timeframe, federal student aid eligibility ceases at that point. Students may appeal the determination.
APPEALS – REGAINING ELIGIBILITY FOR AID
Students not meeting SAP standards may appeal if there are extenuating circumstances, which led to academic difficulties. Extenuating circumstances are those over which the student has no control and may include death in the student’s immediate family, hospitalization, accidents, or illness, etc. Additional supporting documentation may be required.
SAP appeal requests are submitted on the myOneonta portal under My Verification and must include:
- A SAP narrative from the student describing the extenuating circumstances
- Supporting documentation from the student, if any
- A copy of the student’s academic plan
SAP Appeals must be reviewed by a Financial Aid Advisor and may be referred to a committee for review.
When considering an appeal:
- Transfer credit hours that do not fulfill graduation requirements in the student’s current program are excluded from the maximum timeframe calculation.
- In order for an appeal to be approved, a student must either be able to meet the Standards of Satisfactory Academic Progress by the end of the next semester or the student must be placed on an Academic Plan that, if followed, will ensure that the student will be able to meet the Standards of Satisfactory Academic Progress by a specific point in time (beyond the next semester).
Students who successfully appeal are notified by the Office of Financial Aid and Scholarships, along with any conditional terms of the approval.
Please Note: If a review of a SAP appeal makes it clear that a student cannot mathematically complete their declared degree/certificate program or cannot raise their graduation GPA to the minimum 2.00 within the maximum timeframe, the appeal will be denied and the student will NOT be eligible for federal financial aid.
OTHER ACADEMIC POLICIES:
3.0 Graduate GPA Requirement: All students with graduate GPAs under 3.0 are reviewed by the Graduate Committee. If the Graduate Committee places the student on probation action constitutes a financial aid appeal and approval. Graduate Catalog
Time limit for Graduate Programs: As stated in the Graduate Catalog, in order to receive a degree or certificate, candidates must meet all requirements within a period of six calendar years. The time limit begins the term in which the earliest enrolled course is credited to the degree program. Courses completed prior to admission to a degree or certificate program that are accepted toward the degree cannot be more than six years old at the time the degree is awarded. This requirement may be modified only in special circumstances. In some circumstances, when students are admitted to a program, they may be given less than six years to complete their course of study, at the discretion of the academic department. Graduate Catalog
All students receiving Federal/State funds must continue to make progress towards their degree requirements. These requirements include both a qualitative and quantitative component.
If unusual circumstances beyond your control affected your academic performance you may qualify for a waiver. An approved waiver allows financial aid eligibility to be restored for the semester, despite failure to meet published standards. After this semester you must meet new standards to retain eligibility. To initiate this process and further guidance please schedule an appointment with your Financial Aid Counselor. Once the waiver is submitted it will be reviewed by your financial aid counselor and forwarded to the Director with a recommendation. The Director will evaluate the appeal, recommendation and may consult with various other departments as appropriate and make a determination. This determination is final.
Waivers for SAP generally fall into three categories:
- Serious personal illness/injury/medical issue
Where the student is experiencing an illness/injury or medical condition. Illnesses in this category are supervised by medical community. Documentation must include medical statements, and letters of opinion by medical community. The documentation must establish the severity of the illness/injury AND how the issue has been resolved or controlled such that it will no longer impede student success.- Appropriate Examples
- Car accidents
- Various Medical ailments
- Not considered
- Colds
- Sprains/Breaks
- Appropriate Examples
- Serious illness/injury/death of immediate family
Where a member of the student's immediate family is experiencing an illness/injury or medical condition AND the student is required to provide care/assistance/support in the immediate family members absence.- Appropriate Examples
- Car accidents
- Sudden Medical ailments
- Not considered
- Colds
- Sprains/Breaks
- Appropriate Examples
- Other
Other circumstances may be considered. The student must be able to document the situation was unusual, out of the ordinary, and beyond the control of the student. Student must demonstrate the issue has been resolved and no longer will impede student success.- Appropriate Examples
- Prolonged hospital stay requiring student to care for siblings for extended periods
- Not considered
- Appropriate Examples
Waivers addressing the 150% requirement are limited to specific academic situations.
- Appropriate Examples
- Evaluation of transfer credits. Our institutional policy is to transfer all coursework, whether it applies towards the students declared program or not. In some situations based on the number of credits it falsely positions the student forward on the SAP chart.
- Not considered
- Change of Major